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How to Use Siri with a Third Party iPhone Calendar

How to Use Siri with a Third Party iPhone Calendar

It’s easy to feel – and be – more productive with Siri. But, how many times have you wanted to use Siri’s phenomenal ability to create a quick appointment, only to be thwarted by your third-party calendar? Tired of the work-around of creating the appointment with Siri on the fly, and then copying/pasting it into a third-party calendar? Read on, because I’ve tested the following solution over the last month or so, and it is consistently effective.

The Problem

The problem is Siri doesn’t talk to third-party calendars, like Pocket Informant (which is what I’ve used for years). As much as I love Siri, I don’t love it enough to give up Pocket Informant for the native calendar. But I also love Siri’s ability to create appointments on the fly, regardless of what I’m doing, as long as I can be heard clearly enough. I got tired of using Siri to create notes and then pasting them manually into the calendar. That’s hardly an elegant solution, and none of the others generally available in the discussion groups work well, either.

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The Solution

Knowing that Pocket Information syncs quite well with Google Calendar, and that the native iOS calendar also syncs quite well with Google calendar, it occurred to me that I ought to be able to figure out how to get the two calendars to talk to each other using Google Calendar as the go-between. It took a few tries across half an hour or so to get it working the way I wanted, but from there it was all smooth sailing to tweak a few settings.

Here’s what I did, using a combination of Google’s recommendations for setting up syncing in general, and a few tweaks I tried along the way:

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Set up Google Sync with your iOS device

  1. On your iPhone, go to Settings > Mail, Contacts, Calendars, select Add Account, select Microsoft Exchange.  Yes, really. (If you already have an Exchange account set up and aren’t running iOS 4 yet, either upgrade to iOS 4 or search the Google help for additional instructions on setting up another sync type.)
  2. Enter your complete Google email address in the Email field, leave Domain blank, enter your full address as the email address, and put your password in the appropriate spot.  Two-step password users should use an application-specific password rather than the primary password.
  3. Press Next, press Cancel if “Unable to verify certificate” appears, enter “m.google.com” in the Server field, and press Next again.
  4. Select the Google services you want to sync (Mail, Contacts, and/or Calendar).  In this case, you definitely need Calendar and you’ll need mail if you want to respond to meeting requests using this mechanism.  New Eventsneeds to be enabled in your Google Calendar Settings. (To enable New events, sign in to your Google Calendar using the web browser on your phone or computer. Go to Calendar Settings > Calendars  and click on the Notifications for the calendar you want to sync. Under Email check New events (and any of the other Invitation settings you want enabled, and click Save.)
  5. At this point, there are several options for syncing (and retaining or deleting) the contacts on your iOS device. Since I set this up on mine long after establishing my contacts database on the phone, I wanted to retain my iCloud contacts. In order to do that, select the Keep on my iPhone option when prompted. This will also allow you to keep syncing with your computer via iTunes. The other options allow you to variously delete and replace the contacts on your phone with those from your Google account, or replace them in the other direction.

Set up Google Sync with the iOS calendar

At this point, we now need to tell the phone to sync the iOS calendar with Google.

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  1. Open Safari on your iPhone and go to http://m.google.com
  2. Sign in and select the device you’ve associated with your Google account.

    Set up Google Sync with your third-party calendar

    You only need to do this once, so if you’ve already done it (as I had), you don’t need to do it again. The instructions will be calendar-specific, so there are far too many calendars available to list them all here. If your calendar supports Google sync, the built-in help or a quick search online will return the instructions.

    Since I had many customized categories in Pocket Information and these don’t sync to Google (yet), and there was no way to effectively get them all to the iOS calendar or to tell Siri to use them, I have to do this step manually. However, since I already conduct a calendar review as part of my personal productivity routine, assigning the single category I typically use to flag particular appointments isn’t a big deal for me.

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    Fix the alarms and categories in iOS

    Since I wanted Pocket Informant to be the alarm manager as my primary calendar, I needed to silence the alarms, popups, notification center behavior, and badge counters in the native iOS app just to cut down on clutter and keep things neat.  That took only a few minutes, and a bit of frustration as I dealt with duplicate alarms because I chose to make all of these changes during a time of the day where I have recurrent reminders set. I also changed the default colors for the iOS default categories to match the same colors I use in Pocket Informant, which further reduced the changes I needed to make when minor final tweaks to a voice-created appointment were processed.

    Once consistent snag I seem to encounter is recurrent alarms that were set before I implemented this automatic multi-sync solution don’t always go off. An irritating, but effective, solution is to delete the recurrent appointment and recreate it, which seems to have solved the problem in every case where I’ve tried it.

    You can read more about Siri’s effectiveness in CM Smth’s Lifehack article, 30 Days with Siri.

    Featured photo credit: Annette Shaff / Shutterstock.com and inline photo by junyaogura via Flickr (CC BY 2.0)<

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    Last Updated on August 21, 2018

    18 Best Time Management Apps and Tools (2018 Updated)

    18 Best Time Management Apps and Tools (2018 Updated)

    No one can dispute the countless benefits technology has brought us. It’s undoubtedly allowed us to connect, perform, improve and leverage our resources beyond what was once imaginable.

    If you’re not taking advantage of one of the hundreds of time management apps and tools out there, you’re definitely missing a trick.

    But with so many apps to choose from, how do you know which ones to use? Well, this will depend on your needs, but we’ve put together a list of 18 of the very best time management apps that can help you with the most common time management challenges.

    Let’s dive straight into the list…

    1. Rescue Time — Use your time wisely

      If you have doubts that you’re using your time sensibly, this app will send you weekly reports to indicate what things are stealing your time. You may be shocked to discover how much time you’re actually wasting.

      Download Rescue Time

      2. Remember The Milk — Keep on top of all your tasks

        If you’re struggling to manage everything you have to do, and you work with many different devices, then this is the app for you. It’s a great free tool which is compatible with your mobile, computer, Gmail, Outlook, etc. It helps you to manage your tasks easily, and reminds you of them – wherever you are.

        Download Remember the Milk

        3. Focus Booster – Boost motivation to complete tasks

          This app is based on the principles of the Pomodoro Technique, and is aimed at individuals who procrastinate and feel overwhelmed by tasks. It’s designed to enhance your focus and remove any anxiety you might have with time pressures.

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          Download Focus Booster

          4. Toggl – Keep track of time spent on projects and tasks

            This is a great alternative to time-sheets, if you need to track how much time you spend on different projects. Effective time management starts with being clear on exactly how much time you actually spend on your projects and tasks, and then through analysis, working out how you can manage them more effectively.

            Download Toggl

            5. Dropbox — Store and send large files easily

              There are many apps that allow you to transfer content from your computer to other devices – but Dropbox is free and easier to use than the others. With the Dropbox app, you can even access and share important files on the go.

              Download Dropbox

              6. Evernote — Keep all your notes in one place

                Evernote is a free productivity tool that allows you to capture all your ideas, thoughts and images in many different ways (e.g., with voice, notes or images).  You can even record your meetings, interviews, speeches and ideas, create lists, add voice or text attachments, and share your files with friends. You can also sync Remember The Milk with Evernote to really optimize your time.

                Download Evernote

                7. Mind42 — Focus on tasks at hand with mind mapping

                  Mind mapping is a great productivity technique, and Mind42 is the best free mind mapping app currently available. It helps you to become more organized by focusing your thoughts – thereby gaining clarity on what needs to be done.

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                  Download Mind42

                  8. SyncBackFree — Back up and sync your files effortlessly

                    This free software allows you to back up, restore and synchronize your files easily. It not only saves you time now – but also in the future. If you have never backed up your files before, you should definitely take a look at this pivotal tool.

                    Download SnycBackFree

                    9. MyLifeOrganized (MLO) — Manage your to-do lists effectively

                      Check this out if you find it difficult to manage all your tasks, to work with your to-do lists, and to organize your goals. This task management system helps you to target what you should be focusing on to reach your objectives. It automatically generates to-do lists, with priority actions for your immediate attention so that you can track your progress methodically.

                      Download MyLifeOrganized (MLO)

                      10. 1Password — Have all your passwords remembered

                        This app allows you to keep all your passwords in one encrypted database, protected by one password. This saves you time when you forget your passwords and need to retrieve them. It also allows you to use various passwords for different accounts so you don’t compromise on security.

                        Download 1Password

                        11. Pocket — Keep your eye on the ball

                          When you’re surfing the web, it’s easy to get distracted by enticing and fascinating websites. Use this tool to save your ‘finds’ to access and read later on at a convenient time which will not impact on your immediate work.

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                          Download Pocket

                          12. Focus@Will — Boost your attention span

                            This amazing app combines neuroscience and music to boost your productivity. According to the developers, it’s possible to increase your attention span by up to 400%! Ideal for those who find it difficult to focus while studying, working or reading.

                            Download Focus@Will

                            13. Launchy — Interact with your computer in a smart way

                              This small and simple tool allows you to launch your documents, project files, folders, and bookmarks with just a few keystrokes. This makes life so much easier as you don’t need to go through the start menu to access what you want.

                              Download Launchy

                              14. Forest — Boost your focus by growing a forest

                                This unique and fun app helps you stay focused and on-track. The concept is simple: whenever you want to focus, plant a virtual tree. If you stay focused, the tree will grow. If you lose focus, the tree will die. As the app’s name implies, you can grow multiple trees to create a virtual forest!

                                Download Forest

                                15. Trello — Track your projects in a highly visual way

                                  This is a hugely popular app that you may already be familiar with. It works by allowing you to create cards for tasks that you need to complete. Each card moves across the Trello board (which is typically broken into columns such as To Do, In Progress, and Completed) as your start, work on and complete the associated task.

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                                  Download Trello

                                  16. Wunderlist — Digitalize your to-do lists

                                    Purchased by Microsoft in 2015, Wunderlist is an easy to use, feature-packed to-do list app. From planning a holiday, to sharing a shopping list with a partner, or managing multiple work projects, Wunderlist will keep you on top of all your tasks.

                                    Download Wunderlist

                                    17. TimeTree — Have a shared calendar with your family

                                      This app allows families or teams to share multiple calendars and appointments. So, whether you’re planning a party, or run a local sports team, Time Tree can keep everyone up-to-date with all current and upcoming activities and events.

                                      Download Time Tree

                                      18. Todoist — Capture and order all your tasks and activities easily

                                        Todoist is close to being the ultimate digital to-do list. It’s available via browsers and apps, and lets you schedule all your tasks and activities. Each item can be flagged for priority as well as given a due date. There is also a neat option to add notes to any of your tasks.

                                        Download Todoist

                                        The above list covers what we consider to be the very best time management apps and tools. And the good news is – that many of them are completely free of charge! So, what are you waiting for? Select the ones that will be the most valuable to you – and begin boosting your productivity now!

                                        Oh, and one more thing… Take a look at a couple of our other articles that will help further streamline your time management:

                                        40 Top Productivity Apps for iPhone and 20 Quick Tips For Better Time Management

                                        Featured photo credit: Unsplash via unsplash.com

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